Job Description

The Hotel Administrative Specialist plays a key role in ensuring the smooth operation of the Corporate and Fleet hotel's administrative functions at our head office in Miami.

This position involves providing administrative support to the cruise ship’s management teams, assisting with various hotel operations, managing office procedures, and facilitating communication across departments. The ideal candidate will be highly organized, detail-oriented, and able to handle multiple tasks in a fast-paced environment.

The position will be responsible for creating documents, operating office equipment, distributing internal and external mailings, and performing other ad hoc daily office tasks. These tasks include but are not limited to database system maintenance, typing, filing, heavy inter-department communication, reporting, administrative writing, computer, managing processes, organization, analyzing information, problem solving, supply management and verbal communication.

What You Will Do

Reporting to the Vice President Hotel Operations, you will be responsible for:

• Timely distribution of monthly KPI reports
• Provide day-to-day administrative assistance to cruise ship’s hotel management, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare and maintain reports, correspondence, and presentations for management and department heads.
• Handle incoming calls, emails, and other inquiries, directing them to the appropriate departments or individuals.Maintain filing systems, both electronic and physical, ensuring documents are organized and easily accessible
• Timely distribution of accurate minutes of various meetings
• Timely distribution of future cruises occupancy reports and special request (meals, beverages, celebrations, guest chefs et.)
• Liaison between the corporate office, charterers and vessels
• Updating Standard Operating Policies and Procedures and monitoring proper filing procedures by shipboard and office users
• Creating/updating all printed materials used by the vessels.

What We Are Looking For

Education : High school diploma or equivalent required. Associate’s or bachelor’s degree in hospitality, business administration, or a related field is preferred.

Experience : Previous administrative experience in a hotel or hospitality environment is preferred, but not required.

Skills :

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong organizational and time-management skills.

Excellent written and verbal communication skills.

Ability to multitask and handle multiple responsibilities simultaneously.

Attention to detail and problem-solving abilities.

Professional demeanor and ability to work well with both guests and staff.

What We Offer

We are committed to providing a dynamic and stimulating work environment where your ideas are valued, and your growth is nurtured. This role provides:

• A unique opportunity to work with a globally recognized ship management company;
• Exposure to high-impact projects;
• Hands-on training and mentorship to aid your professional development;
• A competitive compensation and benefits package;
• A culture that promotes a healthy work-life balance and prioritizes employee well-being.

We believe in the potential of our team members and are dedicated to fostering careers, not just jobs. If the above energise you, we invite you to join our team!

This is a full-time / permanent position and you will be based in our office in Miami.

If you are interested in this challenge, please share your CV with Anne Thibault at [email protected]

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